Administrative Assistant

Administrative Assistant
Albany, NY
Pay: $30.00 - $33.00 per hour
26-04772

Job Summary

The Administrative Assistant will provide high-level administrative support for a fast-paced division environment. This role is responsible for coordinating schedules, managing communications, maintaining organized filing systems, supporting reporting functions, and ensuring compliance with records retention procedures. The ideal candidate is detail-oriented, dependable, highly organized, and able to work independently while supporting senior leadership and multiple ongoing projects. Strong communication skills, discretion, and the ability to adapt to changing priorities are essential for success in this position.

Job Responsibilities

• Provide administrative oversight of division file management processes.
• Develop and coordinate document retention and archival schedules.
• Ensure compliance with established records retention policies and procedures.
• Digitize and organize files and records as needed.
• Maintain confidentiality of sensitive and confidential information and materials.
• Schedule meetings with internal and external stakeholders.
• Manage leadership calendars, prioritize meetings, and resolve scheduling conflicts.
• Organize, review, and analyze incoming communications and documentation.
• Track communication deadlines and organize materials for leadership review.
• Run reports using multiple systems and databases as required.
• Complete and process required state forms and supporting documentation.
• Assist with division projects, including space management and consolidation initiatives.
• Maintain organized electronic and paper filing systems.
• Audit documents and projects for accuracy, consistency, and completeness.
• Support data entry and document management activities.
• Communicate professionally by phone, email, and other correspondence methods.
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Job Requirements

• Minimum of 3 years of experience working with SharePoint, networks, shared drives, or servers.
• Strong working knowledge of Microsoft Office 365, including Outlook, Teams, SharePoint, Word, Excel, and PowerPoint in a professional environment.
• Proficiency in file management, scheduling, reporting, document organization, and maintaining confidentiality.
• Ability to work independently while contributing effectively within a team environment.
• Strong organizational, multitasking, and time-management skills.
• Ability to adapt quickly to changing priorities and deadlines in a fast-paced environment.
• Comfortable communicating by phone and coordinating with multiple stakeholders.
• Ability to reconcile projects and audit documentation for completeness and accuracy.
• Experience developing structured filing systems and folder organization processes.
• Familiarity with electronic databases and records management systems.
• Strong attention to detail and problem-solving abilities.
• Dependable, motivated, and capable of handling sensitive information with discretion.
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Work Experience

• Experience providing executive-level administrative support preferred.
• Experience in a government or healthcare environment preferred.
• Experience coordinating meetings, calendars, and travel logistics across multiple stakeholders or agencies preferred.
• Experience preparing correspondence, reports, and professional written materials preferred.
• Experience managing electronic communications and filing systems preferred.
• Experience with data entry and maintaining both paper and electronic records preferred.
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About Equiliem

Equiliem believes in empowering success. It's our job to cultivate relationships that connect people and employers in a way that is inclusive, intelligent, and allows both to thrive.

Across the U.S., leading companies in healthcare, government, engineering, manufacturing, professional services, and energy rely on us for their workforce solutions. Our recruiting and HR services include contract and direct hire staffing, Payrolling/EOR, Independent Contractor Compliance, and Managed Services.

For almost 30 years, we've helped shape our industry. Today, we continue to research, ask questions, and continuously enhance the candidate journey and client experience.

Benefits

We offer a comprehensive benefits package to our employees, which includes:

• Medical Insurance
• Vision & Dental Insurance
• Life Insurance
• Matching 401(k)
• Commuter Benefits
• Employee Discounts & Rewards
• Payroll Payment Options
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Equiliem is an equal opportunity employer. We do not discriminate or allow discrimination based on race, color, religion, creed, sex, age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Equiliem will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [emailprotected] or (732) 238-6050.